Leaders can either inspire people in meetings or drain their energy. Every meeting needs a leader who understands the purpose and can communicate that purpose to all participants. They should possess excellent time management skills that allows them to keep discussions on track while following the agenda. They ensure participation from everyone and they are responsible for key decisions made during meetings.
The purpose of meetingsMost people do not like attending meetings – especially if they are not sure what the purpose of the meeting is, or if it goes on too long and achieves too little. Meetings must not be too frequent or held just for the sake of it. There must be a need for a meeting. There should be decisions about the different types of meetings needed. For example, some meetings could be to discuss policy and others to discuss organisation (practical work).Wherever possible the members must know what type of meeting they are going to and what the meeting is for – in other words, the PURPOSE of the meeting(http://www.etu.org.za/toolbox/docs/building/webmeetings.html)
Don’t go into problem solving mode when conflicts arise, instead make note to set up a future meeting to address other problems.
Items for consideration:It’s purposeFrequencyParticipants to attendThe meeting leader- the time keeper
Aim of Presentation<br />To identify ways to make meetings within Creme more effective and efficient.<br />5/5/2011<br />3<br />
Our Current Internal Meeting Model<br />9.30am Nutrition SCRUM<br />9.50am Gemini SCRUM<br />Weekly meetings with line Managers<br />Project based meetings- Gemini, Food4Me etc.<br />Prospect based meetings- Kick off preparations<br />We have a clearly focused model with different objectives set for each type.<br />5/5/2011<br />4<br />
Meeting Objectives<br />Plan<br />Gather information<br />Generate ideas<br />Give feedback<br />Find solutions <br />Reach agreements<br />Decide on outcomes for each agenda item<br />5/5/2011<br />6<br />
Structure for Conducting Efficient Meetings<br />Set a time that works<br />Set an agenda, take minutes and attendance<br />Appoint a time keeper<br />Distribute any written material in advance<br />Set up time to summarise-<br />Reconfirm tasks, next dates and decisions made<br />5/5/2011<br />7<br />
Setting up a Meeting<br />Do you know the purpose of the meeting?<br />Do you know the difference in function between the different teams present?<br />Are you aware of the objectives or the expected outcome that should happen at the next meeting?<br />POST: Purpose, Objective, Scope, Time<br />POSTAD TV: Priorities, Outcomes, Sequence, Timings, Agenda, Date, Time, Venue <br />To make our meetings more effective, we need to have multiple types of meetings, and clearly distinguish between the various purposes, formats, and timing of those meetings.<br />-Patrick Lencioni<br />Death by Meeting<br />5/5/2011<br />8<br />
How to set up a Meeting.......<br />5/5/2011<br />9<br />
Meeting Logistics<br />Make sure the room is a comfortable area<br />Able to see and hear<br />Nice temperature<br />Reserved for an agreed date and time (email)<br />Send out meeting reminders and agenda in advance<br />Check other needs; TV, overhead projector, flipcharts, refreshments etc..<br />5/5/2011<br />10<br />
Meeting Decisions<br />Stay on the agenda item<br />Allow both sides the opportunity to dispute<br />If you disagree with a decision, don’t stay quiet<br />State your concerns courteously, clearly and constructively<br />5/5/2011<br />11<br />
Enhancement Tips<br />Establish the meeting purpose <br />Focus on 3 main thoughts or ideas you wish to bring to the presentation<br />Those who create the agenda control the meeting- allow for shared ownership<br />Strong opening and closing relating to focus points.<br />Call to Action- The next steps for each participant need to be concluded.<br />Listen<br />5/5/2011<br />12<br />
Benefits of Effective Meetings<br />To save time<br />Increase motivation and productivity<br />Solve problems quickly<br />Create new ideas and initiatives<br />Carries more meaning compared to written word<br />Ensures better use of resources<br />Spread accountability<br />5/5/2011<br />13<br />